Delivery notes have become essential commercial documents to prevent litigation, unpaid bills and other problems. But you still need to find the best solution to offer your customers accurate delivery notes, without spending hours on them!
To help you efficiently create your delivery notes, here is a complete guide in 5 points:
A delivery note is an essential commercial document to prove the delivery of goods. If a customer signs the delivery note presented by the supplier or by the carrier, this signature has many consequences:
Therefore, the delivery note has the same functions as the service report, established following a field operation.
No legislative decree or text requires the creation of delivery notes for your customers. However, it is highly recommended, because the delivery note is an essential proof to constrain a bad payer to pay you. With this commercial document, you kill two birds with one stone:
However, if you decide to issue delivery notes, you must :
Contrary to an invoice, which must include certain legal notices under penalty, the content of a delivery note is not codified.
However, when it comes to delivery notes, it is better to respect a certain formalism to effectively protect yourself against litigation and unpaid bills!
In order to avoid any risk of litigation and to facilitate the processing of delivery notes by the customer’s billing or accounting departments, you must specify the following information:
Some companies also choose to include the prices of the items delivered, with or without VAT. These are called valued delivery notes.
If the customer validates the delivered goods, he must sign the corresponding delivery note, whether it is a handwritten or electronic signature. Indeed, in order to be recognized as a proof of delivery by a judge in case of refusal of payment, the delivery note must be signed.
In contrast, in case of reservations, complaints or defects of conformity, the customer must imperatively write them on the delivery note with explicit comments such as :
If so, payment of the invoice is put on hold until the complaint is solved. To end the dispute, the supplier can propose to return and exchange the damaged products, a new partial or total delivery, etc.
There are no legal requirements for creating a delivery note. From a legal point of view, there is no difference between a paper delivery note and an electronic delivery note.
The use of an office software or a professional solution is necessary to customize your delivery notes with your company colors and your logo for example. An electronic delivery note is also much easier to keep, to sort – and therefore to find – than its paper equivalent.
Depending on the amount of deliveries you need to make and the tools you use on a daily basis, you can:
You can also create and fill in your delivery notes using AntsRoute, the solution for optimizing your parcel and fresh produce deliveries.
You can freely set the information you want to display on your delivery notes thanks to the custom fields feature. Depending on your needs, select data as text, numbers, date, or even data to choose from a drop-down list.
One of our clients add in the delivery notes:
Using the AntsRoute mobile application, drivers can also directly upload the customer’s electronic signature, as well as a photo, to prove that the delivery has been completed successfully.
Our support team is available to help you set up these custom fields.
The other solution is to connect AntsRoute to your usual sales, billing or accounting software. In this way, order or delivery information is only entered once, before being used by other departments in the company that need it.
Thanks to Zapier, AntsRoute can automatically exchange delivery note data with the following software:
This article has inspired you to learn more about AntsRoute, our complete delivery management software solution? To test the software and the mobile application for free during 14 days, visit this page!